Documentation:Purchasing

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The information in this documentation is specific to the Samudrala group. While there are useful bits of generic information to be found here, if you aren't in this group, you're probably reading the wrong documentation.

Contents

Important purchasing information

  • When in doubt ask Ling-Hong Hung, Ram Samudrala, Lynette McVey or Sheryl Vick. Ordering can be complicated and when attention is not paid to detail we can incur unnecessary costs. Everyone involved is very helpful and wants to make sure we follow the proper procedures. It's much cheaper to ask a simple question than to misunderstand the purchasing policies.
  • When placing a new order for equipment over $2,000, choose the 06 equipment object code (this is in the screen where the budget number is selected).
  • When you are placing an order for additional parts to existing equipment, you must include the UW equipment ID tag number of the equipment being augmented in the notes section of the item you are ordering. For orders > $2,000 use object code 06, for orders under $2,000, use object code 05.
  • Make sure you clarify with Ram or Hong as to whether an order is "ADD ON" or a "REPLACEMENT". This is extremely important since they are treated differently and cost us different amounts of money. In general, unless it is explicit, a new order is an "ADD ON" unless stated otherwise.
  • If the order is also to be tax exempt, there must be a justification written by Ling-Hong Hung or Ram Samudrala describing how this will be used for research purposes. Nearly everything we do qualifies as such.
  • Replacement parts or supplies consumed in the performance of work are considered supplies, not equipment, and should be coded as 05–99 when ordered, regardless of cost.

Facilities and administrative costs (aka indirect costs)

F&A Costs pay for things like buildings, janitorial work, "general" supplies and the like. By paying these costs we ensure that we will continue to be provided with modern facilities and an outstanding support staff.

Definitions, explanations, and justification of indirect costs can be found here and here.

Placing an order

There are a number of fields that need to be filled out and a simple mistake could incur additional, unnecessary costs. Pick the correct object code and be sure to supply a M&E Tax Exemption statement in the Notes section.


Logging on to PurchasePath, getting to the purchase form

  • The url is http://purchasing.pathology.washington.edu/
  • Log in with your UWNetID.
  • Click on Create Order.
  • Choose Standard Order, click continue
  • Verify Shipping Address, select different shipping method if needed (the defaults are usually good enough), click continue.
  • Type in the name of the vendor, click "go!", this should bring up a list of vendors that matched your search term. click "USE" next to the appropriate vendor's name.

Placing the order

Add a line item

Use the "add a new line item" command to add a line to the order form. One order form may have several lines of items from the same vendor. Different vendors require separate orders. If you have a quote from a vendor you can attach the quote to the order and enter just one line item, using the quote number as the item number.

If the item or a similar item has been ordered before – it will be in the database. Otherwise you need to add it and then it will be stored in the DB for everyone on the system.

Product category

This is where you select the object code. We will generally be dealing with 05-41, 06-13, or Tax Exempt Research Computer Equip.

Budget

In the "Budget" section, choose the appropriate budget. For any work related to the Pioneer Award, select 62-1238.

Notes

If purchasing an upgrade or peripheral for another capitalized machine or cluster, enter the UW tag number here. If this is going to be tax exempt, that justification need to go here as well.


Submit

Once all the line items are added and notes taken care of, click ok. This will bring you back to the main order form, but with a new option on the lower left named "Submit Order for Purchasing," click that link and Purchasing will be made aware of the order.

Lynette sees the orders immediately after they are sent. She says that normally, she routes it to the right purchasing agent by the end of the day. If you need something ASAP, it is best to give her a call.

Receiving packages

Please note that retaining packing slips is mandatory on all items received. The packing slips need to be signed and dated and returned to the purchasing office, where receipt of the package will be documented in PurchasePath.

The packing slip is Purchasing's objective data for having received an item and any item w/o a packing slip is an audit risk. Sometimes a packing slip does not accompany the arrival of merchandise but this would be a rare event and should be noted as such in PP.

The Fiscal Unit, now called FAST (Fiscal Administrative Service Team), holds quarterly meetings with lab personnel w/booster training sessions and also uses the event as a round table meeting for lab folks to troubleshoot various issues common to you all.

Closing the order

Sign and send the packaging slip to purchasing so they can close the order.

Searching for previously submitted orders

Unfortunately PurchasePath uses POST variables when searches are submitted, so you cannot easily create a bookmark for commonly used searches.

A Perl script to automagically POST orders will be available here. In the meantime...

If you would like to conduct a manual search:

  • Log on to PurchasePath using your UWNetID.
  • Click on the "Search Orders" tab.
  • Select search criteria
    • If you are looking for a specific order, enter the order # in the the order field.
    • If you are looking for orders placed by an individual, enter that name in the "Attention" field.
    • If you want to see all orders for a group, select the group name in the "Unit field"
  • click search
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